Company:

Hammer & Nails Industry:

Luxury Men's Grooming /

Hospitality Locations Supported:

Leesburg, Gainesville, Reston & Woodbridge, VA Employment Type:

Full-Time Position Overview Hammer & Nails is seeking a highly analytical, organized, and proactive Client & Staff Scheduling Coordinator to take ownership of workforce and appointment scheduling across four luxury men's grooming locations in Northern Virginia. This is not a traditional receptionist or appointment-setting position . The Scheduler will function as a centralized resource-planning and capacity-management professional responsible for optimizing the schedules of approximately 60 employees while supporting nearly 3,000 members plus first-time and returning guests . The ideal candidate thinks several moves ahead. They can look at a schedule, recognize gaps, bottlenecks, excess capacity, staffing shortages, overtime exposure, and revenue opportunities, and then determine the best way to reorganize people and appointments. We are particularly interested in candidates with experience in medical scheduling, healthcare operations, fitness/gym scheduling, restaurant or hospitality management, workforce management, dispatch, capacity planning, or other high-volume scheduling environments . Key ResponsibilitiesMulti-Location Scheduling & Workforce Optimization Take primary ownership of employee and client scheduling across the company's Leesburg, Gainesville, Reston, and Woodbridge locations. Maintain positive control over schedules for approximately 60 employees and nearly 3,000 members , in addition to first-time and returning guests. Review schedules daily with a same-day, next-day, and 5-7-day forward outlook . Anticipate staffing shortages, excess staffing, appointment bottlenecks, unused capacity, overtime exposure, and coverage issues before they become operational problems. Coordinate staff movement between locations based on customer demand and available capacity. Identify opportunities for employees to come in earlier, stay later, adjust shifts, work at another location, or modify their schedules when appropriate. Develop creative coverage solutions during sold-out or high-demand periods, including split shifts, adjusted hours, and on-call resources. Manage last-minute callouts and coordinate replacement coverage across locations. Monitor time-off requests and ensure approved absences are accurately reflected in scheduling systems. Daily Schedule Optimization Lead daily scheduling huddles with shop leadership to review upcoming demand, staffing, capacity, and scheduling issues. Identify scheduling problems, recommend solutions, coordinate required resources, implement changes, and communicate adjustments to affected employees. Continuously optimize schedules to maximize usable appointment capacity while maintaining a strong client and employee experience. Eliminate unnecessary 15-minute and 30-minute gaps that reduce bookable capacity. Move employee breaks when appropriate to reduce unnecessary downtime while respecting employee preferences and operational requirements. Protect and create as many 45-minute First-Time Guest haircut slots as possible. Identify opportunities to shorten appointment blocks for providers who can safely and consistently perform services faster. Optimize combinations such as Premium Cut/Premium Beard appointments when shorter service times are appropriate. Coordinate approximately 15 minutes of separation between Cut/Shave and Hand/Foot services when operationally beneficial. Appointment Quality Control Review upcoming appointments and identify and correct scheduling issues including: First-Time Guests booked into incorrect services. Missing First-Time Guest consultation information. Incorrectly booked premium shaves. Duplicate appointments. Guests unnecessarily split between multiple Cut/Shave providers. Guests unnecessarily split between multiple Hand/Foot providers. Back-to-back appointments that could be scheduled more efficiently. Unusable gaps between appointments. Excessive appointment padding. Incorrect beard-trim or premium-service bookings. Other appointment configurations that unnecessarily reduce shop capacity. Capacity & Revenue Optimization Treat appointment capacity as a critical business resource and actively create additional bookable capacity whenever possible. Manage client waitlists and match available appointments with customers seeking services. Identify opportunities to upsell scheduled guests into complementary services, including manicures, pedicures, facials, and other Hand/Foot or Face treatments. Use Zenoti's targeted marketing/texting functionality to promote short-term provider availability. Support promotional scheduling initiatives and free-upgrade periods. Coordinate with shop leadership and marketing resources when additional appointment availability should be promoted. Monitor demand patterns and recommend adjustments to staff working hours based on when customers actually want appointments. Employee Schedule Management Periodically meet with employees to confirm that established schedules continue to work for both the employee and the business. Coordinate proposed schedule changes with management and implement approved adjustments. Maintain accurate employee availability, scheduling, and profile information. Balance employee preferences with customer demand and business requirements. Monitor weekly overtime and recommend schedule adjustments to control unnecessary overtime expense. Systems & Operational Support Maintain scheduling accuracy within Zenoti and internal scheduling trackers. Help identify and correct duplicate client profiles, suspended memberships, employee profile issues, open invoices, cancellation requests, and other operational discrepancies. Collaborate closely with Shop Managers, General Managers, Regional Management, the Chief of Staff, and the Chief of Operations. Participate in Hammer & Nails training and continuing education. Assist with cross-location resource planning and training. Support additional shop operational responsibilities as needed. Required Experience & Qualifications Bachelor's degree required , preferably in Engineering, Industrial Engineering, Operations Management, Business, Supply Chain, Hospitality Management, Mathematics, Analytics, or a related quantitative/operational discipline . 2+ years of experience in complex scheduling, workforce planning, capacity planning, operations, dispatch, or resource allocation. Experience managing schedules involving multiple employees, locations, resources, and/or customer appointments simultaneously . Strong preference for candidates from high-volume scheduling environments such as: Medical or healthcare scheduling Fitness clubs, gyms, or wellness centers Restaurants or hospitality operations Salons, spas, or personal-service businesses Field-service or technician dispatch Workforce management Transportation/logistics scheduling Call-center workforce planning Demonstrated ability to identify scheduling inefficiencies and reorganize resources to increase capacity, utilization, and revenue . Strong analytical and problem-solving skills with the ability to recognize patterns, constraints, and downstream scheduling consequences. Comfortable making frequent real-time decisions in an environment where schedules can change throughout the day. Experience balancing the needs of customers, employees, and the business when making scheduling decisions. Strong Excel, Google Sheets, scheduling-system, or workforce-management-system skills. Ability to learn and become highly proficient in Zenoti . Strong written and verbal communication skills with the confidence to coordinate schedule changes with employees and managers. Exceptional attention to detail; able to catch incorrect bookings, duplicate appointments, gaps, conflicts, and other scheduling errors. Ability to prioritize and manage multiple locations and competing demands simultaneously. Comfortable communicating directly with employees regarding availability, schedule adjustments, coverage, and last-minute changes. Highly Preferred Qualifications Bachelor's degree in Industrial Engineering, Engineering, Operations Research, Supply Chain, Mathematics, Business Analytics, or Operations Management . Experience with workforce optimization, demand forecasting, capacity planning, labor scheduling, or resource utilization . Experience overseeing schedules across multiple locations . Experience working with a scheduling environment involving both employee availability and customer demand . Previous responsibility for reducing overtime, improving utilization, filling schedule gaps, or increasing appointment capacity. Experience with Zenoti or comparable scheduling/workforce management platforms . What Success Looks Like A successful Scheduler will be able to look at four locations simultaneously and quickly answer: Where are we overstaffed? Where are we understaffed? Where are we losing appointment capacity? Where can employees be shifted? Which appointments are incorrectly booked? Where can we create additional openings? And what changes should we make today to improve tomorrow's schedule? The right person will combine the analytical mindset of an operations planner with the urgency and adaptability of a hospitality manager . They will take ownership of the schedule rather than simply maintain it.

Pay:

$60,000.00 - $70,000.00 per year

Benefits:

401(k) Dental insurance Health insurance Vision insurance

Work Location:

In person